Executive Secretary
Government of the Virgin Islands
工作地点
St Thomas
雇佣形态
临时工
招聘信息详细内容
JOB DEFINITION
This is highly responsible secretarial, clerical and administrative work, performed under the general supervision of a department or agency head.
An employee in this class has personal responsibility for secretarial, clerical, and administrative duties in connection with the management of the immediate office of her supervisor. In those areas in which procedures has been established, the incumbent proceeds with independence in performing the duties required, to expedite the work of the immediate office. Performance of work is in accordance with established policies, laws, rules, and regulations. Supervision received takes the form of discussions, conferences, and review and analysis of reports submitted.
EXAMPLES OF WORK (INCLUDE BUT ARE NOT LIMITED TO):
• Maintains supervisor’s calendar; reminds him of appointments and makes appointment at his instructions.
• Maintains records of incoming and outgoing correspondence and action documents and follows up on work in process, in accordance with a regular schedule.
• Receives telephone and personal callers, and when the immediate supervisor is busy, exercises judgement in screening those which can be handled by supervisor’s subordinates or other offices and tactfully refers them, appropriately.
• Supervises the work of lower level Secretaries and Clerk-Typist; assigns and reviews work for accuracy and completeness.
• Assembles and summarizes information from files and documents in the office or other available sources for supervisor’s use based on general instructions as to the nature of the information wanted and its purpose.
• Makes all necessary arrangements for travel; arranges schedule of visits, makes plane and hotel reservations, notifies departments, agencies and officials to be visited, submits travel voucher after supervisor has returned.
• Takes and transcribes dictation, involving various correspondence and reports.
• Makes arrangements for conferences, and supervisory staff meetings; prepares typewritten memoranda, informing appropriate personnel of date, time, location, and topics to be discussed.
• Establishes and maintains subject-matter files in regard to the work under their supervision’s control; exercises initiative in establishing or revising files, to meet current needs and demands for the material.
• Prepares and types letters of acknowledgement for incoming action mail.
• Reads incoming correspondences and screen out those items which can be handled and forwards the rest to supervisor or subordinates together with necessary background material.
• Drafts and signs reply to general inquiries not requiring a technical knowledge of the program or programs under supervisor’s control.
• Takes minutes of meetings and conference, in shorthand; transcribes same, and prepares official typewritten reports, for future reference.
• Performs other related work as required.
EDUCATION AND EXPERIENCE
A Bachelor’s degree in Business Administration, Public Administration, Personnel Administration or closely related field and two (2) years working experience as an Administrative Secretary II or its equivalent; OR
An Associate Degree in Business Administration, Public Administration, Personnel Administration, or closely related field and four (4) years working experience as an Administrative Secretary II or its equivalent.
KNOWLEDGE, ABILITIES AND SKILLS
• Knowledge of secretarial practices and principles.
• Knowledge of basic mathematics.
• Knowledge of the practices and techniques of office management.
• Knowledge of the practices and techniques of Business Administration and/or Public Administration.
• Knowledge of the practices and principles of shorthand.
• Skill as a Stenographer and Typist.
• Ability to assign and supervise the work of subordinates.
• Ability to take and transcribe dictation.
• Ability to consolidate monthly, annually, and budgetary reports.
• Ability to express oneself, clearly and concisely, orally and in writing.
• Ability to assembly and summarize information from files and documents.
• Ability to establish and maintain subject-matter files.
• Ability to establish and maintain effective working relationships with all persons contacted duting the course of work
